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Instructions for Creating a Mailing Matrix

A mailing matrix, sometimes called a "mailing list" or "matrix," is a list of the names and mailing address of creditors and parties in interest in a bankruptcy case. The matrix is required pursuant to N.D. Fla. LBR 1007-2. Each mailing matrix is processed into Case Management/Electronic Case Files (CM/ECF) by software that reads and interprets the text on each page. Follow the guidelines below to reduce the likelihood of software reader errors and the resulting delay in mailing notices:

  • Names and addresses must be typed in a standard typeface or print style (no italics or cursive style print). Courier font works best. A fillable PDF matrix form, LF-36-M Matrix/List of Creditors, is provided on the Forms page of this website.
  • Names should be in upper and lower case.  Do not use all capital letters.
  • Names and addresses must be left justified. Do not center.
  • Addresses must not exceed five (5) lines, and each line must contain no more than 40 characters, including spaces.
  • Do not place spaces at the beginning of a line. Do not use special characters such as ½ or accent marks. The pound/number (#) and ampersand (&) signs are acceptable.
  • Do not include account numbers on the matrix.
  • "Attention" lines should be placed on the second line of the creditor's address.
  • City, state, and ZIP code must be on the last line, must contain only one space between components, and must not contain tabbed spacing (see example below).
  • Nine-digit ZIP codes must have a hyphen separating the two groups of digits.
  • States must be indicated using two-letter abbreviations.
  • Separate each item on the list by one blank line.
  • Use a minimum of 1/2 inch margins.
  • DO NOT include the name(s) of the debtor, joint debtor, or attorney for the debtor(s) on the matrix, except as requested on LF36-M Matrix/List of Creditors, if used. They will be added automatically by CM/ECF. 
  • Do not include page numbers, headers, or footers.
  • Save the file in text format (.txt) using the debtor's last name (e.g., Smith.txt). Petition preparation software programs often save the matrix using an ".scn" extension which is also acceptable. Matrices will not be accepted in Portable Document Format (.pdf).

 

Providing A Matrix on a CD


If your CD is unreadable by the Court, it will be returned to you, and a deficiency notice will be issued. If your CD is found to contain malicious software such as a virus, it will be destroyed, and you will be contacted by our office.

 

Things to Avoid When Submitting a Paper Matrix


  • Extra marks on the document, e.g., letterhead, dates, food stains, and handwritten marks.
  • Non-standard paper, e.g., onion skin, half- or legal-sized, or colored paper
  • Poor quality type caused by carbon or photocopies, using an exhausted typewriter or a typewriter with a fabric ribbon, or documents from a printer with low toner
  • Unreadable type face or print styles such as proportionally spaced fonts, dot-matrix print, or non- standard fonts (e.g., Old English or Script).

 

Example Mailing Matrix (Using Courier Font)  


INCORRECT FORM: CORRECT FORM:
Attn: Insolvency ME-128
Internal Revenue Service
301 W. Wisconsin Ave.
Milwaukee, WI 532022221
Internal Revenue Service
Attn: Insolvency ME-128
310 W. Wisconsin Ave.
Milwaukee, WI 53202-2221
General Welding Supply
Attn: Accounting
P.O. Box 3657
Baltimore            MD         20984
General Welding Supply
Attn: Accounting
P.O. Box 3657
Baltimore, MD 20984
Peterboro Food & Beverage
1300 Exchange Bldg.
Suite 700

401 S. Adams St.
P.O. Box 55672
Buffalo, NY 20009
Peterboro Food & Beverage
1300 Exchange Bldg., Ste. 700
401 S. Adams St.
P.O. Box 55672
Buffalo, NY 20009
Flex Northwest
Seattle, Washington
98372
Flex Northwest
Seattle, WA 98372
First National Bank
Acct # 123-456-7890
P.O. Box 3391
Beaumont, TX 77704
First National Bank
P.O. Box 3391
Beaumont, TX 77704